DEPARTMENT OF EDUCATION. Online Application General Information

Transcription

1 DEPARTMENT OF EDUCATION CHILD NUTRITION PROGRAM Online Application General Information

2 Contents Revision History... 2 Revision History Chart... 2 Welcome to the Child Nutrition Programs Website... 3 What You Need... 3 Tips for Success... 4 Forms Submission Process... 4 Logging In... 5 To Log in to the Online Application... 5 Child Nutrition Programs Online Application Home Page... 6 My Account... 7 Show My Capabilities... 8 Change My Password... 8 User Accounts... 9 Create a New User... 9 Setting Authority Levels Definitions for Authority Levels Editing an Existing User Account Sponsor Information Agreements Sites Create a License Terminology National School Lunch Program Terminology Troubleshooting Possible Problem Areas Alabama Congressional District Map

3 Revision History Every change to this document, subsequent to initial sign-off, must be recorded in the Revision History Chart below. There are no exceptions. Note that the Project Manager must sign off on any changes to this document. Revision History Chart Date Version Description Author 04/13/ Online Application General Information June Barrett Instruction Guide 2

4 Welcome to the Child Nutrition Programs Website The effectiveness and operation of Child Nutrition Programs relies on accurate information being reported in a timely manner. With the advent of the Internet, we now have a means of communication that allows far more interactivity than any previous medium. The Child Nutrition Program Web application located on the CNP Website is designed to allow you, the School Food Authority (bonded official also referred to as the Sponsor User), to send and receive information about yourselves and your schools/facilities from the State Agency without being paper dependent. What You Need 1. Internet Connection: You must have an Internet connection to be able to connect to the server. These include cable modems, DSL lines, and telephone modems. You will need to contact the appropriate Internet Service Provider for details. 2. Web Browser: Microsoft Internet Explorer version 11.0 is recommended. If your Internet Service Provider (ISP), the company that connects you to the Internet, automatically opens its own browser when you connect to the Internet, the program will work better if you minimize the ISP s browser after it connects to the Internet and then open Internet Explorer to work with this Web Application. There is a link on the login page to the Microsoft Website to download it free address: To receive communication from the State Agency you will need an address. accounts are free through both Yahoo Outlook and Gmail 4. User Name and Password: After the Agreement and all appropriate documentation is received and reviewed by the State Agency, a login name and password will be provided to the Sponsor User by the State Agency via . The Sponsor User may then create one or more Sponsor Users. 3 of 24 4/24/2015 2:30 PM

5 Tips for Success Save Often: The Alabama State Department of Education servers do not allow you to remain online for extended periods of time. If you have not made a key stroke in 45 minutes the system will log you out. If you have not saved the data, it will be lost. Remember your password: You will be the only person who knows your password. The State Agency will not have a record of it because it is computer generated. However, if you do lose your password, the Sponsor User will be able to reset your password. Maneuvering within forms: When asked to click a button or link click only once. Double clicking will slow the actions of the computer. The Tab key will allow you to move from cell to cell within a form. Forms Submission Process It is important that we understand how the information is entered and where it goes after that. Here is a breakdown of the essential steps: 1. The Sponsor (also known as the School Food Authority [SFA]) will be issued a hardcopy Agreement to be completed and signed by the Sponsor user (bonded official). 2. After the Agreement and all appropriate hardcopy documents are received and reviewed by the State Agency, the Sponsor s name, address, etc., are entered in the database. At this point, a login name and password are issued via an to the initial Sponsor User. Inclusion of the data into the database does not mean that the Sponsor is approved. 3. After receiving a login name and password, the initial Sponsor user may access the Web page and add, edit, and delete data from the forms up until it is submitted or give authority to other individuals for any or all of the functions. Authority levels that may be assigned by the initial Sponsor user include: Application Submitter, Application Editor, Application Reviewer, Claim Submitter, Claim Editor, Claim Reviewer, and Security Manager. Tasks that may be performed within each of these authority levels are listed in a later section. 4. Once the forms are complete, the package may be submitted to the State Agency for processing. The package consists of any form that is required for participation. Once a package (set of forms) has been submitted, it can no longer be modified from the Web application unless the State Agency either releases the record or enters the data in the database to edit the forms. 4 of 24 4/24/2015 2:30 PM

6 Logging In The next few steps assume that you have basic computer knowledge. To Log in to the Online Application Step 1: Connect to the internet using Internet Explorer Step 2: Go to the CNP Website ( Step 3: In the login screen that appears, enter your User Name. Step 4: Press the Tab key on your keyboard to go to the Password field. Step 5: Enter your Password. Default passwords are 8 characters with no spaces. Step 6: Click the Login button 5 of 24 4/24/2015 2:30 PM

7 Child Nutrition Programs Online Application Home Page Once you are logged in, you will see the Sponsor Information Page (shown below). On the left of the screen is a menu bar for navigating within the site. The Help link at the top of the screen will display several help videos. 6 of 24 4/24/2015 2:30 PM

8 My Account On the left is a menu of information related to your account. The left menu bar will depend on the authority level assigned to you. The initial Sponsor user will be given the authority level of Security Manager. This level of authority will allow the sponsor user to perform tasks within My Account, User Accounts, and Sponsor Information. Only individuals with authority of Security Manager can create users and assign authority levels. Definitions of the authority levels are explained in the User Accounts section. My Account provides information about the user who is logged in. It is also where you can change your password and view your authority level. Your authority level may be changed under User accounts. When you click on My Account, you will see more Menu Items: User information and Change my password. When you click on User information on the left menu bar, you will see a box (shown below) with the following information: Login name Name of person logged in Phone number address Expiration Date 7 of 24 4/24/2015 2:30 PM

9 Show My Capabilities Under the User Information grid you will see a list of your capabilities. These capabilities are the functions you can perform. However, if you have the authority level of Security Manager you may change your authority level under User Accounts. Change My Password When you click Change my password, you will see the screen below. To change your password, you must first type in your Current Password, then type in your New Password twice to re-affirm your password, and click the Save button. NOTE: Passwords must be at least 8 characters long and may not include spaces. When you change your password you will be the only person who knows the password. Write it down, remember where you have written it, and be sure to designate capital letters if you have used them in your new password. We suggest using all lower case letters so the password will be easy to remember. Once you have changed your password and clicked the Change Password button, you will be prompted to use the new password to proceed. 8 of 24 4/24/2015 2:30 PM

10 User Accounts Only if you are assigned the authority level of Security Manager will you see the User Account on the left menu bar. Only individuals with the authority level of Security Manager will be able to create users, edit existing users, and assign authority levels that are covered in this section. The Sponsor user will be given the initial authority as Security Manager and may assign authority to perform any or all tasks to others as well as change their initial authority level. Only individuals assigned the authority level of Security Manager will be able to create users and assign authority levels. Create a New User To create a Sponsor User, click on User Account and then click on Create User. Creating a user will display the screen below. Enter the following information: o Login Name * o First name o Last name o address o Phone number o Expiration Date 9 of 24 4/24/2015 2:30 PM

11 Suggested login name is to use the first two letters of the users first name combined with the user s last name. (Example: John Doe = jodoe). If the login name is already in use, you may need to add additional characters from the first name. The telephone number should be entered with dashes. An example is Click the Save button to advance to the next screen. Setting Authority Levels Once the user information is entered and saved, NSLP and General Non-Program Specific authority levels must be chosen. Click the appropriate authority level as described below and Save this information. At this point the new user will receive an with their login name and password. They will then be able to enter the system and perform assigned functions. *NOTE: The login name and password will automatically be sent to the address provided in this section *NOTE: It will default to 4 years in advance. You may change the expiration date if you wish. 10 of 24 4/24/2015 2:30 PM

12 Definitions for Authority Levels Application Submitter School Food Service Authorizations: View Agreements, Authorized Representatives and Superintendents and all NSLP Forms. Create and edit unsubmitted Schedule A, Policy Checklist, SFA Officials, Collection Procedures and CEP forms. Enter comments on NSLP Forms and submit NSLP Forms. General Authorizations: View the Sponsor record, Site Records, and Agreements. Add, delete, and edit Site Records. Application Editor School Food Service Authorizations: View Agreements, Authorized Representatives and Superintendents and all NSLP Forms. Create and edit unsubmitted Schedule A, Policy Checklist, SFA Officials, Collection Procedures and CEP forms. General Authorizations: View the Sponsor Records and Agreements. Add and edit Site records. Application Reviewer School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. Enter Comments on NSLP Forms. General Authorizations: View Sponsor records, Site records, and Agreements. Claim Submitter School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. General Authorizations: View the Sponsor record, Site Records, Agreements, and Claims. Submit Claims For payment. Claim Editor School Food Service Authorizations: View Agreements, all NSLP Forms and Authorized Representatives and Superintendents. General Authorizations: View the Sponsor record, Site Records, Agreements, and Claims. Also submit Claims for payment. 11 of 24 4/24/2015 2:30 PM

13 Claim Reviewer School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. General Authorizations: View the Sponsor record, Site Records, Agreements, and Claims Security Manager General Authorizations: View/create/edit/deactivate Sponsor User Verification Submitter School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. General Authorizations: Can submit the annual USDA Verification Summary Report Verification Editor School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. General Authorizations: Can edit the annual USDA Verification Summary Report but cannot submit. Verification Viewer School Food Service Authorizations: View Agreements, all NSLP Forms, and Authorized Representatives and Superintendents. General Authorizations: Can view the annual USDA Verification Summary Report, but cannot edit or submit 12 of 24 4/24/2015 2:30 PM

14 Editing an Existing User Account To edit User Account information, reset a User password, disable a User Account or change User authority level, click on User Account, and then click Edit User on the left menu bar. This will display the screen below. Choose the user you wish to edit by clicking the appropriate Edit button. NOTE: You can disable a user by clicking the Disable button. Once the Edit button is clicked, the screen below will be displayed. 1. You may edit any information on this screen and click the Save button to save the data. 2. You may reset one s password by clicking the Reset Password button. The new password will be automatically ed to the address provided on this screen. 3. You may scroll to the Authorizations section of the screen and edit the authority levels by clicking on the authority levels desired. 13 of 24 4/24/2015 2:30 PM

15 Sponsor Information Sponsor information may be verified by clicking Sponsor Info on the left menu bar. If this information is wrong, please contact the State Agency to make the appropriate change. Please call the State Agency staff at If you would like to enter additional contacts such as the person who submits the claim or the secretary who works with the application, click Other Contacts and enter all of the required information, then click Add. You may enter as many names to this list as you wish. 14 of 24 4/24/2015 2:30 PM

16 Agreements Existing agreements may be viewed by clicking Agreements on the left menu bar. The following page will appear. If this information is wrong, please contact the State Agency staff to make the appropriate change at Click View on the right of the screen to review information about each agreement. All changes to agreements must be made through the State Agency. Please call the State Agency staff at Sites If information is wrong for an existing site or you wish to close a site, please contact the State Agency staff at to make the appropriate change. Click Sites on the left menu bar to view or add new sites. For school authorities with a large number of sites, the grid can be filtered or sorted by clicking on the appropriate column heading. To add a site click New and the following page will appear. Insert complete information about the new site and click Save. This new site will then be added to subsequent forms. 15 of 24 4/24/2015 2:30 PM

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18 Create a License If you add a site or if your license is not current you must add a new license. A copy of the license must also be sent to the State Agency. To enter the license, first go to Sites on the left menu bar then click List. Select the site for which you want to add a license by clicking License button for that site. The following page will appear. Click Add a New License The first step to adding a new license is to select the license type using the drop down box After you click Save the following page will appear or one similar to this page. Complete all of the fields and be sure to click the Add License button to lock in the information. 17 of 24 4/24/2015 2:30 PM

19 Terminology Some of the words that are used in this manual may be confused with similar words used in the Federal program. Below are a few basic terms. A more in-depth basic computer terminology is provided on the Basic Computer Terms and How to Access the CNP Website handout. Application refers to a program or group of programs designed for end users. The CNP Website is an application because it contains several programs, including the Online Forms, which are used by a particular group of people for a particular purpose. Default refers to the settings or actions the application is set to do automatically, until changed by a user. Program is a term used to describe the NSLP Program. Used in this way, program means, A system of services, opportunities, or projects, usually designed to meet a social need. However, when referring to a computer program, program refers to an organized list of instructions that, when executed, causes the computer to behave in a predetermined manner. A Link is a word or group of words that, when clicked, brings up another web page. The new Web page may show up over the page that contained the link or in a new browser window. If you are not sure whether you are in a new browser window, look at the task bar, the bar at the bottom of your screen, to see whether more than one icon (little picture) of your browser is displayed. Radio button is a series of on-screen buttons that allows only one selection to be made from the group. If a button is currently selected, it will de-select when any other button is selected. An example is when you can only select one answer for a question with multiple choices. Tool Bar is a graphical user interface on a computer monitor configured in a row, column, or block of onscreen buttons or icons that, when clicked, activate certain functions of the program. A Web Address, or URL, is the string of characters you enter in your browser. What you see on your monitor after you enter a Web Address and click the Enter key is called a page, a window, or a view. 18 of 24 4/24/2015 2:30 PM

20 National School Lunch Program Terminology Alternative School Alternative school or program has enrolled students that are not succeeding in regular school settings. They are being referred to an alternative placement due to education failure as indicated by poor grades, truancy, disruptive behavior, suspension, or similar factors associated with early withdrawal from school. Even Start is a program to improve educational opportunities of children and adults by integrating them into one program. Even Start Program students must be from birth to 7 years of age and have one parent enrolled in an educational component of school. Head Start is a comprehensive program to improve educational opportunities of children before they begin school. Pre-Kindergarten The program purpose is to enhance the school readiness of young children, particularly disadvantaged young children. Pre-kindergarten have 3 and 4 year old students enrolled. The state funded Pre-K Program is called Alabama School Readiness and is open to all four-year old children. Regular school has enrolled students from K-12 in an educational setting as determined by ALSDE. Regular school also includes special needs students or a person under 21 chronological years of age that is enrolled in an institution, center, or school. SFA is defined as a school food authority. 19 of 24 4/24/2015 2:30 PM

21 Troubleshooting If you are having problems with the operation of the interactive portions of the CNP web site, there are several steps listed below that may help resolve the problem. First: The first thing to do if you suspect technical problems is to reboot your computer and restart the web browser. If you have to frequently reboot and restart, then you should call for help or follow the other troubleshooting procedures. We will be able to provide a quicker and more accurate answer if you have the following information available when you call: 1. What kind of virus scanner is installed on this computer? 2. Are all patches installed? 3. Type of computer. 4. Memory available on the computer. 5. Type, version, and service pack of operating system. 6. Type, version and service pack of the WEB Browser. 7. What specific function is he/she doing when the computer crashes? 8. Does this problem occur with any other programs? To determine the type of operating system, right click the mouse on the "My Computer" icon on the desktop, select the "Properties" entry from the pop-up menu, and then read the text under "System" on the dialog box (stay on the "General" tab) that was displayed with the "My Computer">"Properties" selection. The same dialog box also displays the memory. At the lower left of the "General" tab there is a number followed with the letters "KB RAM." That number is the memory that is in the computer. You can find the version of the Web browser by starting the browser, selecting the "Help" menu item, and then selecting the "About Internet Explorer" sub-menu item. The menu selection will display an information box in the middle of the screen. There is some text in the middle of the box. The text immediately to the right of the word "Version" is the version of the browser. If it is not, you will need to go to Microsoft's web site and download the free Internet Explorer If you have difficulty downloading Internet Explorer 11.0 contact us at cnp@alsde.edu or (334) of 24 4/24/2015 2:30 PM

22 Possible Problem Areas Proxy Servers / Cache Engines: Proxy Servers / Cache Engines: The interactive portions of the CNP Online Application web site (Agreement entry, Account Maintenance, CNP Claim entry, and NSLP Form Entry and Submittal etc) must refresh all pages back to the ALSDE servers on each submit. Some Proxy Servers / Cache Engines can be set to store a copy of each web page, and then reissue the page at the next request rather than going back to the server. This scenario will cause the same web page to be returned to the browser each time. Fixing this problem requires that you notify the ISP or the technical person responsible for the internet connection that you are using an interactive site that must bypass page caching. The ISP or technical person can call (334) for further information. Browser Cache: Your web browser may be "caching" or saving previously viewed pages. Follow these steps to clear the browser cache: 1. Open Internet Explorer. 2. From the toolbar at the top of the screen, select Tools, then Internet Options. 3. Select the General Tab at the top. 4. Select the Clear History button. 5. Select Yes to confirm. 6. Select Delete Files. 7. Click the Delete All Offline Content option. 8. Select OK. 9. Select OK to close the Internet Options Screen. Virus Infections: Virus infections can cause unexpected crashes, resets, and errors. If you do not have a current, up-to-date virus protection system, you can go to pick "Housecall" from the dropdown box in the center of the page, and run the free virus check. Missing Updates: You should make sure that all applicable updates are installed on your computer by going to (no www). Say "Yes" to the dialog box that asks for permission to load software. Select the Scan for updates URL (next to the green arrow) to check your computer for available upgrades. When the scan is complete, go to the menu on the left side and select all items under the Critical Updates and Service Packs and Windows entries. Do not attempt to upload any drivers without the help of your technical people. You add items to the install list by using the Add button. Critical updates will be added automatically. Problems with the hard disk: Certain problems can occur with the hard drive (the storage device on your computer) that may cause problems with the operation of your system. Run the check disk program (chkdsk.exe) to verify that your hard disk is operating correctly. Slow Internet connection speed: If CNP web pages take a long time to load and the response time is slow, a slow Internet connection is a possible problem. You can check your connection speed by going to 21 of 24 4/24/2015 2:30 PM

23 Adware: Certain web pages may automatically load software to track your interaction with the Internet. This tracking software can interfere with the normal operation of your computer and can be a major security risk. Programs such as Ad-Aware can scan your computer and remove the offending software. Refer to for instructions on how to download a free copy of Ad- Aware. Setting Screen Resolution: You will need to adjust your screen resolution in order to view the pages properly. To do this: 1. Go to your desktop and right-click on an empty area on the screen 2. In the menu box that appears, select the Properties option 3. In the Display Properties box, select the Setting tab 4. Find the area labeled Screen Area and adjust the setting to 800 by Click the Apply button to save the changes Enable Java Scripting: 1. Open Internet Explorer 2. From the toolbar at the top of the screen, select Tools, then Internet Options. 3. Select the Security Tab at the top. 4. Select the Custom Level button 5. Scroll to the Scripting section 6. Set the Active Scripting option to Enable 7. Set the Allow paste operations via script option to Enable 8. Set Scripting of Java applets option to Enable 22 of 24 4/24/2015 2:30 PM

24 Alabama Congressional District Map 23 of 24 4/24/2015 2:30 PM